How to Report Repairs Effortlessly with Our Portal
- totalpropertiessco
- Jan 14
- 3 min read
Reporting a repair in a shared building should be simple, clear, and stress-free. Too often, owners are unsure who to contact, what information is needed, or whether an issue has even been properly logged.
We have streamlined the process by offering multiple ways to report repairs, with our online reporting portal being the fastest and most effective option.
What Types of Repairs Should Be Reported?
Repairs should only be reported for common parts of the building. These include:
Stairwells and communal corridors
Roofs, gutters, and downpipes
External walls and communal doors
Shared lighting or electrical issues
Bin stores and common external areas
Issues inside individual flats, such as plumbing, appliances, or internal electrics, should be reported to your landlord or managing agent.
The Easiest Way to Report a Repair: Our Online Portal
The quickest and most efficient way to report a repair is through our online reporting portal, which is powered by Fixflo.com.
Fixflo is a specialist repairs and maintenance reporting system used widely across the UK by property managers and housing providers. It is designed to make reporting issues straightforward while ensuring the right information is captured from the outset.
Using the portal allows you to:
Report issues at any time, including evenings and weekends
Follow a guided, step-by-step reporting process
Select the type of issue you are experiencing
Upload photos or videos to clearly show the problem
Provide accurate location details within the building
Receive confirmation that your report has been logged
This structured approach helps us assess issues more quickly and reduces delays caused by missing or unclear information.
How Fixflo Helps Get Repairs Dealt With Faster
When a repair is reported through the portal, Fixflo creates a clear record that we can track from start to finish.
This system allows us to:
Categorise issues as emergency, urgent, or routine
Prioritise safety-related or high-risk defects
Instruct the appropriate contractor more efficiently
Maintain a full audit trail of actions and updates
Because everything is logged in one place, communication is clearer and progress is easier to manage.
Other Ways to Report Repairs
If you are unable to use the online portal, repairs can also be reported using the following methods.
You can report repairs by email. Please include:
Your full address
A clear description of the issue
Photos where possible
Automated Phone ServiceOur automated phone reporting service allows repairs to be logged outside normal office hours and ensures urgent issues are captured promptly.
While these options remain available, the online portal is the most effective method, as it captures all the information we need in one submission.
What Happens After You Report a Repair?
Once a repair is reported:
The issue is logged and reviewed
It is categorised based on urgency and risk
Contractors are instructed where appropriate
Progress is monitored until the issue is resolved
In emergency situations, action may be taken immediately to protect safety or prevent further damage to the building. Owners will be informed once the situation is under control.
Why Using the Portal Makes a Difference
Using the Fixflo reporting portal helps to:
Speed up response times
Reduce follow-up questions and delays
Improve accuracy when reporting issues
Ensure clear records are kept
Support transparent and accountable property management
It also provides reassurance that your report has been received and is being actively managed.
A Simple and Reliable Way to Report Repairs
Our aim is to make property management clear and accessible for everyone. By offering an easy-to-use online reporting portal alongside email and phone options, we ensure repairs can be reported quickly and handled efficiently.
If you notice an issue in a shared area, using the portal is the fastest way to get it logged and moving.
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